Leaving your role Frequently Asked Questions (FAQs)
Do I still need to speak to my manager in person?
Yes, we encourage open conversations. This digital process complements, not replaces, those discussions by ensuring formal documentation.
What if I make a mistake in the form?
You can edit your submission before your press submit. After that, please contact the People Advisory Service or Organisational Development to make changes.
Will the People Directorate be notified automatically?
Yes, once you submit the form, both your line manager and the People Directorate will receive a notification.
Can I use this process if I’m transferring to another internal role?
Absolutely. This process applies to both internal transfers and external resignations.
What happens after I submit the form?
Your manager will review your form, and you will receive a guide with next steps to support your transition.
Who can I contact if I have technical issues?
If you're unable to access the form, please contact the IT Service Desk to reset your password or resolve login issues.
What should be done if a team member is on extended leave and their IT account is suspended?
If a team member is on maternity leave, a career break, or long-term sick leave and their IT account has been suspended, the line manager should contact the IT Service Desk to ensure the staff member’s access is restored as quickly as possible.
Who can see what I put in the form?
When you complete the form, you will see in the side information panel who can view the information you submit. Some answers are shared with just the People Team, and some are shared with you line manager too.
Do I need to have an exit interview?
It’s up to you! It’s not required that you have an exit interview, but you can request an exit interview during the process of notifying your manager. This can be with your line manager, another manager or a member of the People Team.
I’m a line manager; I’ve received a notification what do I do next?
You will receive guidance sheets that align with the pathway you team member is taking after they have left their current role.
Does this process replace completing forms on Finance Tools?
No, this process does not replace completing any HR forms on Finance Tools. For support with Finance Tools.
I’m a line manager; do I need to write a resignation acknowledgement letter?
Yes, you still need to complete an acknowledgement letter.
Can notice periods be shortened?
Consideration of whether a notice period can be shortened is made at a managerial level and should take into account:
- handover period and the impact of the role being vacant
- circumstances around the reason for resignation
- impact on service delivery
What happens if Trust property has not been returned before the last day of employment?
If a member of staff fails to return their Trust property before, or on, their last day of employment, a letter outlining the property to be returned should be sent to the member of staff. If the letter fails to resolve the equipment being returned, advice and guidance should be sought from the People Advisory Service.
How do I calculate annual leave for someone leaving UHB?
Annual leave should be calculated pro-rata from the start of the annual leave year (1 April) up to and including the team member’s final working day.
Use the annual leave calculator to work out their entitlement.
What if the team member has annual leave left to take?
Ideally, any annual leave should be used up before their last day. If they can’t take it, the unused leave will be paid in their final salary.
Make sure to include this in the HR3 form.
What if the team member has taken more leave than they’re entitled to?
If someone has overtaken their leave entitlement, the extra hours will be deducted from their final salary. This should also be recorded in the HR3 form and clearly explained to the team member.
How do I access my final payslip if it is after my final day of employment?
After you have left your post with UHB, Payroll adds something called the leavers dashboard to your ESR. This means that you can access your ESR for a three-month window before it becomes inactive. You can see your last payslip as well as historic ones, your P45 and P60.